Center for Family Life Is Hiring An Office Manager Bilingual

Office Manager

Join our team as an Office Manager and play a vital role in the smooth operation of our community-focused organization!

Job Details

• Job Type: Full Time
• Department/Program: Operations
• Exemption Status: Non-exempt
• Reports To: Chief Operating Officer
• Supervisory Role: Yes
• Salary Range: $60,000 to $65,000 per year
• Weekly Hours: 35 hours

Who We Are 🌟

The Center for Family Life in Sunset Park (CFL) is a nationally recognized social service organization dedicated to fostering positive outcomes for children and adults in Sunset Park, Brooklyn. We provide a wide range of neighborhood-based family and social services to strengthen our community.

Position Summary & Purpose 🎯

The Office Manager is a key member of the Operations team responsible for managing the day-to-day functions of our main building. This includes ensuring all building systems (such as HVAC, electric, plumbing, and elevator) are operational, coordinating repairs with vendors, supervising cleaning services, managing supplies, packages, and mail, and overseeing safety and security protocols. The role also supports the COO in executing capital projects and other facilities-related duties.

Essential Duties & Responsibilities 🛠️

Facilities & Building Systems Management 🏢

• Oversee the effective operation of all building systems, assessing needs independently and coordinating vendor support when necessary.
• Establish and manage a comprehensive maintenance schedule including inspections, preventive maintenance, and regulatory compliance.
• Develop and implement internal procedures for responding to facilities-related requests, prioritizing tickets, and directing staff or vendors accordingly.

Vendor & Contract Oversight 🤝

• Serve as the primary liaison with all facilities-related vendors, evaluating performance and negotiating contracts.
• Maintain the vendor contract management system, ensuring compliance and addressing performance issues.

Compliance & Safety Management 🛡️

• Ensure compliance with NYC Fire Department and Department of Buildings regulations, managing permits and documentation.
• Lead inspections by regulatory agencies, preparing documentation and overseeing corrective actions.
• Manage safety systems in collaboration with IT and external partners, including maintaining the F-07 Certificate of Fitness and overseeing fire safety protocols.
• Create, update, and lead staff training on emergency preparedness plans (evacuations, active shooter protocols, severe weather plans).

Operations Leadership & Internal Systems Development ⚙️

• Develop and implement facility-related policies, procedures, and operational protocols across programs.
• Manage snow removal operations and internal planning for weather-related disruptions.
• Create and oversee front-desk staffing systems, reassigning staff as needed during absences.
• Lead facilities meetings and participate in broader operational planning discussions with leadership.

Capital Projects & Strategic Support 🚧

• Provide operational leadership during capital improvements, collaborating with senior leaders and contractors to ensure progress and compliance.

Facility Resources & Logistics Management 📦

• Manage systems for tracking keys, tools, and equipment, ensuring security and proper usage.
• Oversee procurement of office and cleaning supplies, maintaining budgets and minimizing costs.
• Coordinate mail distribution and logistical needs for materials sent between departments.